County Clerk

Land Records

Accessing Land Records

You may access the land records using our public terminals in the Clerk’s records room. The terminals are open to the public on regular business days from the hours of 8:00 am to 3:30 pm.

The first remote access program is called LAREDO. This program gives you the ability to search and print documents from your computer, as soon as they are recorded. This time-saving program is accessible 24 hours a day/7 days a week for a monthly fee, which is billed on a pre-paid, monthly basis. If you are interested in the LAREDO program, please contact the County Clerk’s office for more information.

Also available is a public search program called TAPESTRY. This program is a pay-per-use program. It requires no monthly fee. A credit card is required and charges are applied as you search. Follow the instructions on the website to access the records. For More Information: Contact Kyle Cogdill at This email address is being protected from spambots. You need JavaScript enabled to view it. or Katie Nickel at This email address is being protected from spambots. You need JavaScript enabled to view it. or telephone 800.747.4600.

Recorded Documents

The Recorder’s office is the official land records office for Randolph County. Records date back to the early 1800’s. It is our responsibility to maintain accurate and timely indexing and maintenance of documents reflecting the chain of title to land within Randolph County. Our records are indexed and available to view by both bound record books and digital images on the computer.

Instruments filed with the Recorder’s office include deeds, mortgages, releases and assignments, property liens, as well as assorted federal, state and local liens. Other documents included are veteran’s discharge papers, corporation papers, and instruments pertaining to the Uniform Commercial Code. The Recorder’s office is also responsible for the recordation and storage of subdivision plats, land surveys and monument records.

How To Record a Deed

Document recording is accepted in person or via US Mail or courier. Only original documents bearing actual signatures may be recorded. Faxed documents cannot be accepted.

While we are happy to answer your questions about how to record documents, the office cannot give legal advice about transferring property. You are urged to contact an attorney, abstract or title company to transfer real property.

All land transfers must be approved by Randolph County Land Resource Management Office. There is no charge for this service unless the property transfer is deemed to be a parcel split. Upon examination, if it is determined that the property transfer is a split, there will be an additional $25.00 fee. For more information on the Randolph County Land Management Resource Office, please contact them at 618.826.5000 ext. 228.

Original documents will be returned to the customer in a timely manner, in most instances documents are returned the next business day. All recording is time-dated and placed on record in the order it is received. Most documents are recorded the day they are received.

A Real Estate Transfer Declaration (PTAX-203), commonly called the “green sheet,” reports the amount of real estate transfer tax due, and must accompany deeds for recording unless the document includes an exemption paragraph or exemption stamps.

Statutory Content of Recorded Documents

Legal Description of Property – Legal description (parcel number) must be included in all documents. Also include street address.

Land Record Fees

Recording Fees

Standard recording fee is $71 for real estate-related documents

Non-Standard recording fee is $71 for real estate-related documents

Real Estate Transfer Tax

Real estate transfer taxes are imposed by the state and county for many property transactions, as well as certain trusts and long-term leases. Consult the Illinois Department of Revenue for additional information.

State and county real estate transfer taxes are declared on the PTAX-203 form and paid along with recording fees.

State real estate transfer tax: $0.50 per $500 of consideration

County real estate transfer tax: $0.25 per $500 of consideration

Copy Charges

Copies per document: $0.50

Faxed copies per document: $5 for the first page and $1 for each additional page

Certified copies per document: $26 for the first page and $1 for each additional page